Administrative Assistant/Attendance

TITLE: High School Office & Student Accounts Administrative Assistant (Level C)

IMMEDIATE SUPERVISOR: Principal

JOB OBJECTIVE: Provide administrative and operational support to the Principal and staff to ensure the efficient operation of the school and a positive, effective, safe learning environment for all students.

ESSENTIAL FUNCTIONS:
1.Communication /Community, Student and Staff Relations

a. Act as Receptionist for the School

b. Proactively greet and direct visitors and callers, and maintain a welcoming and service-oriented office environment

c. Interact with students, staff and community members to independently resolve routine issues which may arise and use proper judgement to refer issues to the Principal as appropriate

d. Assist with preparing and distributing internal and external announcements, newsletters, notices and mail

e. Communicate with Teachers, Administrators and Guidance staff regarding absences and other students issues as they arise

f. May contact family of students not reported absent

g. May record daily lunch count (Elementary Schools)

h. May create monthly calendars for students and/or staff

i. May create daily news correspondence and internal email announcements

j. May act as liaison with local media

k. May act as liaison with bus company (as primary or as back-up to the Assistant Principal or Principal’s Administrative Assistant)

l. Verify student notes and facilitate student check-ins and early dismissals and excused absences

2.Administrative Assistant/Administrative Support

a. Provide back-up Administrative Assistant/Administrative support to Principal and Assistant Principals, including taking and responding to messages, filing, copying and maintaining appointment calendar

b. Provide general office support, assisting staff members as necessary to ensure smooth flow of daily operations of the school

c. May schedule IEP/504/NTSS meetings as requested (elementary school level)

d. May assist with maintaining lost and found items and accepting and distributing forgotten items brought in from home to school for student

e. Assist Guidance Counselors with assigning tutors when needed and following up with Tutors.

f. Perform other appropriate duties as assigned by immediate supervisor or other suitable administrator

3.Recordkeeping/Database Administration/Reporting

(Note: May perform one or more of the following. Some of these duties may be shared with and/or are performed by the Principal’s Administrative Assistantant Office Receptionist/Data Management Administrative Assistant may also act as back-up)

a. Collect, enter and maintain student data in information system database

b. Coordinate new student registration and the entering of new student data into the information database

c. Check data periodically and resolve errors as needed to ensure accuracy of reporting required for the State Department of Education (SIMS, EPIMS, SIF, SSDR, SCS, CRDC)

d. Maintain student attendance data

e. May maintain staff attendance data

f. Generate reports, class lists, student schedules, and attendance data as needed

g. May maintain SPED information in student information system (elementary level)

4.Bookkeeping/Purchasing

a. May generate purchase orders for school expenditures and /or assist staff members with purchase orders

b. May assist with tracking and distributing purchases such as classroom, office supplies and custodial vendor invoices

c. Track and maintain a high volume of funds for student activity and club accounts as well as deposits for revolving accounts d. Assists with tracking ticket distribution for athletic events, supply starting banks for games and maintaining deposits for related revolving accounts

e. Work closely with Central Office to maintain and reconcile books

f. Track donations for Central Office and School Committee

5.Human Resources/Payroll Administration

(Note: May perform one or more of the following. Some of these duties may be shared with and/or are performed by the Principal’s Administrative Assistantand Office Receptionist/Data Management Administrative Assistant may also act as back-up)

a. May maintain information in substitute scheduling system and request substitutes for meetings and district initiated classroom leave

b. May contact substitutes for coverage when needed

c. May maintain daily office absence list

d. May Assist staff members and substitutes with using online substitute dispatching system

e. Assist with coordinating appropriate internal coverage when substitute is not available

f. Greet substitutes upon arrival and provide information regarding school/assignment as needed

g. Share substitute information and feedback with Human Resources

6.Events/School Operations/Facilities Safety & Security

a. Assist Principal and other secretaries with organization of building events, such as open houses, picture day, school concerts and awards ceremonies

b. Assist with end of school day dismissal of students

c. Assist with coordinating maintenance of office equipment

d. Assist Principal with coordinating beginning and end of year processes for opening and closing school each school year

e. Support District/School security procedures with visitors, vendors, staff and community

f. May maintain visitor log in/out and operate ID scanner equipment

g. Collect and submit CORI background checks for visitors, volunteers and vendors

h. Act under the direction of the Principal to assist in coordination of security drills (fire drills, lock-downs, crisis drills) with town officials and staff, following District/School emergency protocols

i. May assist with scheduling building and facility use as requested (may be performed by Assistant Principal at High School)

j. May assign key cards to appropriate staff and substitutes

EXPERIENCE, KNOWLEDGE AND ABILITIES

Experience:

1. 3 – 5 years of Administrative Assistant / Administrative or related experience
2. 3 – 5 years of experience in a school office environment preferred

Knowledge Of:

1. Standard office and Administrative Assistant procedures
2. Knowledge of School Policies and Procedures
3. Student and School Health and Safety regulations
4. District organization, operations, policies and objectives
5. Various word processing, database and spreadsheet programs, including but not limited to, Microsoft Word, Excel, Google Docs, Google E-mail/Calendar, Aspen, Softright, Registration Gateway, SmartFind Express, School Spring, Blackboard Connect, Crisis Go and Raptor
6. Correct use of the English language including proper grammar, spelling, punctuation and vocabulary
7. Proper and polite telephone etiquette

Ability To (note: the below listed items tie to performance criteria on performance evaluation form):

1. Use time efficiently and productively
2. Use technology efficiently
3. Communicate, orally and in writing, in a courteous, accurate, efficient and positive manner
4. Manage multiple tasks simultaneously
5. Prepare accurate documents and reports efficiently
6. Maintain well organized, accurate records and files
7. Make appropriate professional decisions, seeking guidance when necessary
8. Demonstrate initiative, including anticipation of recurring tasks or potential concerns
9. Maintain confidentiality of all student and staff information
10. Follow the Nauset standard, including following school policies and requirements, being dependable, andbeing punctual.
11. Perform other appropriate duties, as assigned by the immediate supervisor or other suitable administrator

Salary : $29 - $38